by VIncent Alonzo | March 01, 2018
Recently, Successful Meetings sent a survey out to our readership asking them to tell us what was important for the risk management of meeting and events in 2018. Of the respondents 41% percent were corporate planners, 34 percent were independent or third party planners, and 25 percent were association planners. Of that pool, 79 percent reported that weather events such as hurricanes and snow storms were the most likely threats to disrupt their meetings. Here's what else they had to say.

The most likely threats to disrupting the meetings


Weather events (hurricanes, snow storms, etc.): 79%
Negligence or mistakes made by your supplier partners: 27%
Local crime at the destination: 23%
Potential terrorist attacks: 19%
Health scares such as Zika: 15%
Passage of discriminatory laws against a specific group of people: 5


The most helpful suppliers when a meeting is disrupted


Hoteliers: 49%
Convention & Visitor Bureaus or DMOs: 23%
Destination Management Companies: 13%
Other : 9%
A/V or production companies: 5%
Airlines: 1%


Projected impact Marriott's decision to reduce the commissions it pays to third party planners from 10% to 7% will have on organizations' ability to plan and execute effective meetings


It will have no impact: 42%
It will have a limited impact: 32%
It will have great impact: 19%
Other: 7%


Percentage of organization that have risk management plans in place for meetings


Yes and we are planning to update it: 41%
No, but we are planning to develop one: 21%
Yes but we are not planning to update it: 18%
No, and we are not planning to develop one: 14%
Other: 6%


Areas of improvement identified by organizations that have risk management plans in place

More meeting staff training: 39%
Better communication regarding risk with suppliers: 38%
Better communication regarding risk with meeting decision makers: 37%
Better communication regarding risk with attendees: 35%
More security staff onsite: 20%
More destination research: 19%
More input from local law enforcement at the destination: 19%
More supplier staff training: 12%
Better vetting of supplier staff: 9%
More attendee screening: 6%


What safety risks are most likely to influence your organization (or your clients) to cancel a meeting?


Known terrorist activity in a destination: 52%
Local rioting and confrontation with authorities within a destination: 52%
Health incidents such as the Zina breakout: 45%
A recent terror attack at the destination: 45%
High crime rate of a domestic nature such as robberies: 32%
A recent non-political rampage shooting incident in a destination: 28%


Safety risks are most likely to influence attendees to not attend a meeting

A recent terror attack at the destination: 57%
Known terrorist activity in a destination: 51%
Local rioting and confrontation with authorities within a destination: 50%
Health incidents such as the Zika breakout: 48%
High crime rate of a domestic nature such as robberies: 40%
A recent non-political rampage shooting incident in a destination: 39%


Programs that are the most difficult to provide adequate duty of care

Conventions: 60%
Conferences: 55%
Trade Shows: 40%
Exhibitions: 40%
Incentive Travel: 19%
Management/Board Meetings: 12%
Marketing Events: 10%
Sales Meetings: 9%
Training Meetings: 7%


The most challenging aspects of providing security for a meeting


Developing an overall risk management plan for an event: 60%
Keeping unauthorized people from crashing the event: 52%
Collaborating with suppliers to develop a security plan: 33%
Vetting staff that service the meeting: 31%
Keeping content safe: 28%
Keeping attendees safe from identity theft: 27%
Dealing with local police and authorities at the destination: 23%


The most challenging aspects of planning programs outside of the United States

Communications/language barriers: 53%
Security concerns: 48%
Travel time required: 44%
Overall costs: 43%
Fluctuating exchange rates: 24%
Understanding local customs: 22%
Service levels: 20%
Passport requirements: 20%
Air access: 19%
Lack of non-smoking hotel rooms: 10%


The effect international terrorism has had on the willingness of  key stakeholders to consider destinations outside of the United States as sites for meetings and events

It has made them cautious, but still willing to consider international destinations: 43%
It has made some of them unwilling to consider international destinations: 26%
It has had no effect on their willingness to consider international destinations: 14%
Other: 12%
It has made all of them unwilling to consider international destinations: 5%